FLAIR and CMS Replacement Project (FCR)
SME Workgroup Meetings
Meeting Notes and Action Items
Meeting Details
Process Area
Project Development to Closeout (PJT) – R3
Meeting Date
Friday, January 9, 2015
Meeting Time
9:00am – 12:00pm
Meeting Location
Fletcher Building, Room B103
Attendees
Lucinda Harris (DOC), Darren Fancher (DMS), Lisa Evans (DOT), Tom Parks (DCF), Mike
Wolfe (DCF), Debra Evans (DOE), Don Crumbliss (DOE), Suzanne Tart (DOE), Maureen
Castano (DOE), Tim Hsieh, (DFS), Travis Erven (DFS), Stanton Beazley (DFS), Melissa
Turner (FCR), Angie Robertson (FCR), Deana Metcalf (FCR), Janice Jackson (FCR), Ryan
Meikenhous (DFS)
Meeting Objective
Review and Discuss Standardization Level 1 Business Process Flows
Attachments/
Related Documents
SME Workgroup Meeting Notes and Action Items – PJT – R2
BPS Track Planning – Project Dev 2 Closeout 121814 WG.pdf
PJT Standardization Level 1 (12-18-14) V 1.2WG.pdf
#
Topic
Leader
Allotted Time
Welcome
 Overview of Today’s Agenda
20 min
1
Angie
(9:00am-9:20am)
 Review of Meeting Notes and Action Items
 Thoughts from Workgroup Members
Notes:
 Team reviewed action items – Discussed SWCAP necessity. Decided SWCAP consideration was not
necessary for the PJT module.
 Reviewed definitions added – Capitalized Asset, Contract, and Indirect Cost

2
Discussed details to be tracked – No further details were listed.
Review of Process Flow and Narrative
Deana
60 min
(9:20am-10:20am)
Notes:
PJT 1.1 – Establish/Maintain
 Group discussed identifiers at the project level –Ability to see start and end date, phases, budget, etc.
 Added Assumption that feasibility study and cost-benefit analysis has been conducted.
PJT 1.2 – Cost Management
 Discussed identifier for what the item was purchased for initially. Federal number will follow the item
regardless. (Is project ID necessary to track?) Group answer was “No.”
 The group indicated that there would be an ability to capitalize vs. not capitalize particular costs of a project
(design fees, training, etc.)
PJT 1.3 - Closeout
 Discussed retention periods depending on specifics of the project. It was determined each agency would
determine the period based on their particular project and the retention period associated with the details.
 Discussed project management oversight control points to include post audit, reconciliation, etc.
 The group discussed what policy and governing laws effected particular projects.
 Added Ch 489.145 – energy savings and 287.055 to list.
 Opened the floor for further examples of laws and policies – No others were presented.
Page 1 of 2
FLAIR and CMS Replacement Project (FCR)
SME Workgroup Meetings
Meeting Notes and Action Items
#
Topic

Leader
Discussed future enhancements and added robust project costing/billing capabilities and electronic
workflow.
10 min
Break
(10:20am-10:30am)
Icebreaker
Angie
Review of Process Flow and Narrative (Continued)
2
Close Meeting
 Action Items and / or Homework
Notes:
 The group reviewed the action items.
Deana
Angie
3

Allotted Time
10 min
(10:30am-10:40am)
70 min
(10:40am-11:50am)
10 min
(11:50am-12:00pm)
There was no homework as this was the last of the first round of meetings. The group will be contacted in the
following months to participate in further meetings.
Action Items
Action
Item #
Description of Item
1
Look up AST site and 337.
2
Provide P3 to Deana
3
Provide subsection of F.S. 1013 for governing law – construction
Page 2 of 2
Assigned
To
Due Date
Deana
1/16/15
Lisa
1/16/15
Darren
1/16/15